Attachment 1 Questions Answered.pdf

SOLICITATION 9594CS25Q0008 – AMENDMENT 0002

ATTACHMENT 1 – RESPONSES TO ALL QUESTIONS RECEIVED

1) Is the Clinical Supervisor - the same role as the Clinical Supervision Polygraph Examiner? If so, is this different to the Polygraph Examiner role?

Answer: All references in the solicitation to “Clinical Supervision” and “Clinical Supervision Polygraph Examiner” have been removed. Amendment 0002 revises section C.10.2.1 to include a requirement for the Primary (Supervisory) Therapist to review a specified number of Therapists cases. Refer to solicitation Section C.10.2.1.2 and Section H.5.1 for changes made via Amendment 0002.

2) Will stationary/photocopier/folders etc be covered by the government, in the office space that you are providing for this work? Is there a budget for this?

Answer: Refer to solicitation Section C.10.1. All materials and equipment are to be provided by the Contractor. The Government will only provide office space, phone, desk, and a chair.

3) If all the work is completed as stated in the price list- not going above these prices, does it matter how many personal(staff/therapists) we use? For example- if one therapist wanted to work part time- and another one will work the rest of the time, making sure all the work is complete etc. Is this allowed?

Answer: Yes, this is allowed, provided the Contractor can meet all requirements outlined in solicitation Section C.

4) Will the program include or require a designated coordinator role responsible for scheduling appointments, tracking offender progress, and managing logistics?

Answer: The solicitation only identifies the required key personnel to perform work identified. Any other positions required to manage the award, e.g., scheduling appointments, tracking offender progress, and managing logistics, etc., is the responsibility of the Contractor. Contractor personnel clearances required for on-site work will only be provided for the Contractor’s personnel filling the labor categories identified in solicitation Section H.5 as Key Personnel.

5) Given the frequent connection between substance abuse and offending behaviors, does the program include requirements for substance abuse testing, such as urine tests or breathalyzer screenings? If so, is this something we are expected to implement or manage as part of our proposal?

Answer: No, the Contractor is not required to conduct substance abuse testing. The Government completes all required urinalysis exams. The initial referral includes the urinalysis results.

6) Is the program expected to include access to a licensed psychologist or psychiatric nurse practitioner who can evaluate and prescribe medication as needed for participants?

Answer: No.

9594CS25Q0008

Amendment 0002 – Attachment 1

7) Does the program require an electronic note recording (ENR) system for maintaining computerized notes and storing participant files securely in a cloud-based platform, or is this an optional enhancement we can propose?

Answer: Solicitation Section C.6.2 states that all documentation generated because of any work performed under this award is to be uploaded into the Offender Treatment File.

Solicitation Section C.9.1 states that the Contractor can determine how to maintain the Offender Treatment File during the performance of the award; however, solicitation Section C.9.4 states when the offender is no longer receiving services, the Offender Treatment File shall be closed and an electronic version shall be provided to CSOSA.

8) Are group and/or individual therapy sessions permitted to take place online (via telehealth)?

If allowed, does the contract outline specific requirements for telehealth services, and are there any restrictions?

Answer: Refer to F.2 Place of Performance. Most of the work shall be performed on site at CSOSA. The Contractor may obtain COR approval to perform work virtually in the event of an unforeseen circumstance, such as building closure due to inclement weather. Regarding the requirements, refer to solicitation Section F.3.1 Hours of Operation. If the Contractor schedules CSOSA Supervisees for virtual appointments outside of CSOSA’s hours of operation, the Contractor shall have administrative support available to assist the supervisees with accessing their virtual appointments. Refer to amendment 0002 C.10.2.4 for Virtual requirements.

9) Given that many participants may be transitioning from incarceration to employment, will the program allow flexibility in scheduling sessions to improve retention and participation rates?

Answer: Yes.

10) Are background checks for staff (therapists, coordinators, etc.) covered by the program's requirements, or will we need to account for this in our pricing proposal?

Answer: All key personnel required by the contract will undergo a government furnished background investigation. The costs related to processing all background checks once all information required is submitted by each individual is borne by CSOSA. However, any costs related to Contractor personnel preparing and submitting required documentation for processing a background check is the responsibility of the Contractor. There costs must be included within the price for the items identified in solicitation Section B.5, Table 1.

11) Besides compliance with deliverable timelines, what additional performance metrics or success indicators will CSOSA use to evaluate the contractor's effectiveness (e.g., reduction in recidivism rates)? (Section C.11 – Government Quality Assurance Program)

Answer: Refer to solicitation Section C.11, Government Quality Assurance Program.

Amendment 0002 – Attachment 1

12) Can you provide an estimated range or historical data on the number of offenders expected to receive services annually during the contract’s base and option periods? (Section C.1 – Agency Background; Section B.5 – CLIN Breakdown)

Answer: In FY 2024, there were:

• 1223 completed individual counseling sessions

• 631 completed Group sessions

• 67 Maintenance polygraph examinations

• 14 Offense Specific Polygraphs

• 22 Sexual History Polygraphs

• 0 Psychosexual Risk/ Treatment Needs Reports

• 0 Plethysmographs

• 22 Treatment Staffings

• 2 Hours of Representation at Court or Parole Commission Hearing

13) Are there specific offender populations (e.g., minors, female offenders, or those with co-occurring disorders) that require additional or tailored services beyond those described in Section C? (Section C.3 – Scope of Work)

Answer: As stated in solicitation Section C.3, All assessment and treatment services should be evidence-based and specific to meet the unique needs of the offender. This includes providing treatment to female offenders and offenders with co-occurring disorders. CSOSA only supervises adult male and female offenders.

14) Section C.10 outlines personnel qualifications; are there any state-specific certifications or continuing education requirements for therapists, polygraph examiners, or supervisory staff we should account for? (Section C.10 – Personnel, Material, and Equipment; Section H.15 – Licensing Requirements)

Answer: Refer to solicitation Sections C.10.2.1, C.10.2.2, and C.10.2.3 for key personnel qualifications.

15) Can you clarify the circumstances under which alternative physiological tests, such as plethysmographs, may be requested, and how often such requests have historically occurred?

(Section C.5.3 – Polygraph Testing)

Answer: The releasing authority may order a plethysmograph be conducted. Due to this, the Contractor must have the capability to offer this service. See response to Question #11 above which provides historical quantities of this assessment tool.

16) Will contractors have access to CSOSA’s internal systems for tracking offender progress and compliance? If so, what training or certifications will be required to use these systems?

(Section C.8 – Reporting Instructions; Section G.3 – Invoicing and Payment Requirements)

Answer: Contractors will not be granted access to CSOSA’s internal systems for tracking offender progress and compliance.

Amendment 0002 – Attachment 1

17) The RFQ mentions work being performed at CSOSA locations. Will contractors have guaranteed, exclusive use of office spaces, or should we plan to share facilities with other service providers? (Section F.2 – Place of Performance)

Answer: This is a shared space with other service providers and CSOSA employees. The space is for meetings, counseling sessions and polygraphs. We will have room assignments in place to ensure you have it reserved for the time you are scheduled to be on site with a client. There is one cubicle designated in the suite for the Contractor’s staff to store equipment and work from, but they may not see clients in this open space.

18) Are there restrictions on subcontracting certain tasks, such as polygraph testing or treatment delivery, and if so, what documentation is required to verify subcontractor qualifications?

(Section C.10 – Personnel, Material, and Equipment; Section H.15 – Licensing)

Answer: There are no subcontracting limitations for this solicitation. Solicitation Section L.4.3.2 Submission Requirements for Factor 1: Qualifications of Proposed Key Personnel, outline the submission requirements for all proposed key personnel. Solicitation Section C.

10 Qualifications of Proposed Key Personnel, outline the criteria in which key personnel will be evaluated.

19) What language translation or accessibility accommodations are anticipated? For example, are there requirements for providing materials or counseling in languages other than English or formats for individuals with disabilities?

Answer: Refer to solicitation Section C.14, Government’ Furnished translator for details regarding translation services. As stated in solicitation Section C.3, all assessment and treatment services should be evidence-based and specific to meet the unique needs of the offender. This includes working with individuals with disabilities.

20) Are there specific guidelines or limitations for offering virtual counseling or assessments, and is there a preference for in-person versus virtual services? (Section F.3 – Hours of Operation)

Answer: Refer to F.2 Place of Performance. Most of the work shall be performed on site at CSOSA. The Contractor may obtain COR approval to perform work virtually in the event of an unforeseen circumstance, such as building closure due to inclement weather.

21) Section C emphasizes close collaboration with Community Supervision Officers. What specific tools or communication protocols will CSOSA provide to facilitate this coordination? (Section C.3 – Scope of Work; Section C.5 – Tasks)

Answer: The primary form of collaboration will occur during Treatment Team Staffings, (C.6.8) and Individual Treatment Staffing’s (C.6.9). The Contractor will also be able to reach and collaborate with the CSO’s and SCSO’s via phone and email.

Amendment 0002 – Attachment 1

22) Section C.5.1.8 states that missed polygraph sessions may be billed. Are there limitations on the frequency or circumstances under which these charges can be applied? (Section C.5.1.8 – Tasks)

Answer: Refer to solicitation Section C.6.12.

23) Section C.12 outlines the need for a contractor Quality Control Plan. Can you provide examples of what constitutes an acceptable QC Plan or share historical compliance challenges faced by previous contractors? (Section C.12 – Contractor Quality Control Plan)

Answer: Solicitation Section C.12 stipulates the requirements of the Quality Control Plan.

No template will be provided as it is the Contractor’s responsibility to create a plan suitable for their specific execution strategy.

24) How long will CSOSA take to review and provide feedback on submitted reports, such as assessment reports or treatment plans, beyond the COR’s 5-day review period mentioned in Section C.5.4? (Section C.5.4 – Psychosexual Risk/Treatment Needs Assessment Report)

Answer: Solicitation Section C.5.4 states that the COR will review the Psychosexual Risk/Treatment Needs Assessment Report submitted within 5 business days.

25) Section C.8.9 requires demographic reporting. Will CSOSA provide a template for this, or is the contractor expected to develop their own format? (Section C.8.9 – Quarterly Tracking Reports)

Answer: Solicitation Section C.8.9 outlines the information required for Quarterly Tracking Reports. It is the Contractor's discretion on how to format this report.

26) What documentation or evidence is required to verify rescheduled appointments or missed sessions, particularly for billing purposes? (Section C.5.1.4 – Initial Meeting; Section C.5.1.5

– Missed Appointments.

Answer: Refer to solicitation Section C.8, Reporting Instructions.

27) Section C.10.3 Clinical Supervision Polygraph Examiner (page 15) – Should the name of this section be corrected to Clinical Supervision as the supervision described does not seem applicable for polygraph examiners?

Answer: The solicitation has been revised, Refer to solicitation Section C.10.2.1, Primary (Supervisory) Therapist. Also see response to question one above.

Amendment 0002 – Attachment 1

28) Section G.3.5.3, Item 6. (page 20) – Should the list of services identified in Section B.5., Table 1, being billed include the information listed below?

• Offender name

• Offender PDID number

• Offender Admin Date

Answer: Refer to solicitation Section G.3.5.3 for changes made via Amendment 0002.

29) Section H.1.12.1 – Information Security and Privacy Training (page 23) – Will CSOSA provide Contractor with or access to the initial Information Security and Privacy Training course?

Answer: No. Per FAR 52.224-3, Privacy Training, which is added to the solicitation via Amendment 0002, the Contractor shall provide this training to any Contractor personnel that will have access to offender records. The government will furnish all key contractor personnel with any required Information Security training.

30) H.3 Government Property – Use and Charges (page 23) - For work that is done while at a

CSOSA location, will CSOSA provide Contractor’s personnel with a network account for internet access?

Answer: No, internet services will not be provided by CSOSA.

31) Will telehealth be considered in certain cases, when approved by CSOSA?

Refer to solicitation Section F.2 Place of Performance. The majority of the work shall be performed on site at CSOSA. The Contractor may obtain COR approval to perform work virtually in the event of an unforeseen circumstance, such as building closure due to inclement weather.

32) How will transitions between contractors (e.g., at the end of the base period or contract termination) be managed to ensure service continuity for offenders in active treatment?

(Section C.9 – Offender Treatment File Maintenance)

Answer: Within 14 – 30 days of contract award, the government will conduct a kickoff meeting. At the meeting, the contractor will identify items and documents needed to effectively start delivery of services.

33) Can invoices be submitted biweekly or after specific milestones rather than monthly, as outlined in Section G.3? If not, are partial or milestone-based invoices allowed within the monthly cycle? (Section G.3 – Invoicing and Payment Requirements)

Answer: Solicitation Section G.3.5.1 states, Invoices shall be submitted in IPP with a unique invoice number on a monthly basis.

Amendment 0002 – Attachment 1

34) If deficiencies are identified during a quality assurance inspection, are there financial penalties or other consequences for non-compliance aside from the corrective action process?

(Section C.11 – Government Quality Assurance Program)

Answer: There are no financial penalties.

35) H.1.12.3 Non-Disclosure Agreement (page 23) - Are Contractor’s administrative employees that will have no direct contact with CSOSA clients subject to this requirement?

Answer: Any personnel that are performing under this contract must sign Attachment J-4 Contractor Confidentiality and Nondisclosure Agreement.

36) H.1.10 Security and Privacy - Personally Identifiable Information (PII), Personal Health

Information (PHI), or Sensitive Information Storage and Handling, Section H.1.11 (page 22)

- This section states that “The Contractor must store, process, or transmit all PII, PHI, or Sensitive Information only within CSOSA-controlled IT resources.” Upon award, is the Contractor required to submit a formal request for approval or will CSOSA provide access to the CSOSA-controlled IT resources?

Answer: No CSOSA IT resource shall be provided. All PII related to the performance of this purchase order shall be transferred using the Contractor selected encrypted email service outlined in solicitation Section C.8.2. Solicitation Section H.1.10 has been revised to remove the requirement for storing within CSOSA-controlled IT resources. Also see section H.19.1, CSOSA Contractor Information Security Requirements.

37) H.19.4 Transmission of PII and PHI (page 30) - This section requires documents and email attachments that contain CSOSA PII or CSOSA PHI to be encrypted with a password and the CSOSA recipient informed that the document or email attachment is password-protected, and the password sent to them separately. Would you please provide clarification? Should the document(s) and email attachments be encrypted using WinZip as outlined in section C.9.4 of this solicitation which also references Section H.10.4 not included in this solicitation?

Answer: Refer to Section C.8.2 states The Contractor shall submit required reporting documents, through a secure and encrypted e-mail. The preferred submission method shall be coordinated with the COR. Solicitation Section C.9.4 has been revised to remove references to Section H.10.4.

38) Section L.4.3.3.1 Relevant Corporate Experience (page 43) - If we are the incumbent

Contractor, may we submit our most recent CSOSA contract as a project for past performance?

Answer: Yes

Amendment 0002 – Attachment 1

39) If extensions under FAR 52.217-8 are exercised, will unit rates be subject to adjustment based on inflation or other economic factors? (Section B.4 – FAR 52.217-8 Option to Extend Services)

Answer: In the event FAR 52.217-8 is exercised, it will be exercised at the same rates as represented in Option Period 4. There is no contractual avenue for adjusting the unit rates based on inflation or other economic factors. The Contractor is responsible for providing a quote that prices the option periods to include the Contractor’s own expectations for these adjustments. Prices quoted are binding if an award is made.

40) Will the cost of obtaining and maintaining required security clearances for contractor staff be reimbursable under the contract? (Section H.1.3 – Security Requirements)

Answer: The solicitation does not include a separate line item for payment for obtaining or maintaining any required security clearances. Also see response to question number 10.

41) Are there specific liability insurance coverage levels required for contractors providing these services? (Section H.15 – Licensing and Legal Requirements)

Answer: Section H.15 is titled “Indemnification.” There is no language “Licensing and Legal Requirements.” It is unclear what this question refers to. Section H.14 identifies all insurance requirements including coverage limits for this acquisition.

42) Is there a contractor currently providing this service? If so, can you please provide the company name and its UEI number?

Answer: Section L.11 of the solicitation identifies the incumbent; however, upon review, the name listed is not correct. See Amendment 0001 for the correct name of the incumbent Contractor.

43) If there is currently a contract for this service, please provide a contract number and its total value.

Contractor and the current award number. All information that is releasable is provided in the amendment.

Amendment 0002 – Attachment 1

44) H.14 Insurance (page 26) - We are requesting a waiver to the applicability of the following insurance requirements for the Contractor’s proposed subcontractors that are sole practitioners (independent contractors with no employees)

• H.14.3 Automobile Liability Insurance (also See Question 10 below)

• H.14.4 Workers’ Compensation Insurance

• H.14.7 Sexual/Physical Abuse & Molestation

• H.14.8.Commercial Umbrella Policy

Answer: All personnel performing the work identified in the solicitation must be covered by the insurance requirements identified in the solicitation Section H.14. A contractor’s subcontractors may either obtain the same required coverages and submit separate insurance certificates showing this coverage or the prime Contractor may include independent subcontractors (such as those performing services under a 1099) on the prime Contractor’s insurance. However, if any subcontractors are covered by the prime Contractor’s insurance, then when submitting the required insurance certificates, the prime Contractor must specifically state what subcontractors are included in this coverage.

45) H.14.5 Employer’s Liability Insurance (page 27) – In the previous contract, the aggregate limit for this insurance was $500,000. Is there a reason it doubled for the new contract? Can this aggregate limit requirement be reduced to $500,000?

Answer: The Employer’s Liability insurance cannot be reduced to $500,000. The amount identified in the solicitation is the appropriate amount determined by CSOSA to cover CSOSA’s risk regarding employer’s liability.

46) Section H.14.3 – Automobile Liability Insurance (page 27) - Why is this insurance required

(it was not a requirement in the 2020 solicitation)? In connection with performing the contract, Contractor is not going to use automobiles in the performance of services though Contractor’s employees and/or subcontractors may use automobiles for personal transportation purposes to and from any CSOSA facility. Can this requirement be waived?

Answer: Amendment 0002 removes the requirement for Automobile Liability Insurance as automobiles are not required in the performance of the work included in the solicitation.

47) Section H.14.8 Commercial Umbrella Liability (page 27). - This is a new insurance requirement that is quite costly and we currently maintain higher Commercial General Liability insurance limits than those required in Section H.14.2. Can this requirement be waived? If not, can the per occurrence and annual aggregate limits be reduced?

Answer: The Commercial Umbrella Liability cannot be waived. The amount identified in the solicitation is the appropriate amount determined by CSOSA to cover CSOSA’s risk regarding commercial liability.

Amendment 0002 – Attachment 1

48) Please provide clarification for the following requirements regarding Offender records and data disposal as the language in one requirement appears to contradict the language outlined in the other.

• H.11 Data Safeguard and Disposal (Page 25). “Within five days after completion of the award period of performance, the Contractor shall purge all PII, or sensitive data provided to Contractor…”

• H.21.7 Records Management (Page 31). The last sentence of this clause states that CSOSA Offender records may not be removed from the legal custody of the Contractor or destroyed.

Answer: Refer to amendment 0002, revisions to sections H.11.1 and H.21.7.

49) Section L.4.3.3.3 Relevant Corporate Experience (page 43) and Section L.4.3.4.1 Completed

Past Performance Questionnaire (page 44) – Is Contractor required to submit this for a proposed subcontractor that will not be providing more than one (1) or more Key Personnel (i.e., for a subcontractor who is a sole practitioner with no employees or subcontractors?)

Answer: See amendment 0002 which revises solicitation section L.4.3.3.3.

50) Could you kindly provide the name of the incumbent contractor and any relevant details about their performance on this contract?

Contractor and the current award number. All information that is releasable is provided in the amendment.

51) Given that Offerors will need to consider how the responses to the questions might impact their proposal, would CSOSA consider an extension to the February 5th deadline?

Answer: See Amendment 0001 for revised due date and time for submission of quotes.